Setting up Locations and Rooms
Healthie's Calendar gives you the flexibility needed to run a multi-location, multi-provider organization, with automations built-in to save you time each step of the way. As an added layer to this, you are able to set up rooms within a single location to coordinate across your provider schedules. Sometimes, clinics will also use Healthie's rooms feature to indicate specific devices / therapies that are booked up at a particular time, and by a particular provider.
If you're adding locations to your business for the first time, we suggest that you review our Quick Look Video: Managing Locations & Rooms.
You may also want to review our best practices for preventing double-booking of rooms here.
IN THIS ARTICLE:
Adding Locations or Rooms to Your Account
To add more that one in-person location to your practice, or to add multiple rooms that are bookable at a single location:
Navigate to Calendar > MORE > Appointment Locations
Alternatively, you can also access your locations/rooms within your account settings:
Settings > Appt Locations
Add locations rooms that you'd like to be bookable by your staff and clients. Once locations with rooms have been created, you will be able to schedule these appointments within your Calendar.
NOTE: If you'd like the address for your location to be visible for clients (ie. in their appointment confirmation emails), then we suggest that you use the physical address as the LOCATION NAME.
Setting up Rooms
Healthie's Rooms feature enables you to:
- Create a room within a single location, and set a Room Name
- Schedule appointments within a specific room
- Prevent double booking if you would like to apply a limit of 1 session per room at a time (this is optional)
Forthcoming Updates for Rooms:
We are working on some updates to Rooms scheduling that will include:
- Ability to assign specific appointment types to specific rooms
- Ability to assign available hours that are specific to each room (as opposed to having a room with same available hours as its location)
Book an Appointment for a Location or Room
Once you've added your locations/rooms within your account settings, you can then book appointments for clients, and indicate which location/room.
- Navigate to your Calendar > Add Appointment > Make sure the "in-person" contact type is selected
- From the drop-down select your desired location
- If appropriate, you can also select your room from the drop-down
Your client will receive a confirmation email with your appointment details. If you've used the address for the LOCATION NAME, then your client will see the location address in their confirmation email.
Online Booking for Clients
If you've enabled your appointment type to be "bookable" by clients, you can share your calendar link in several ways. Send a client the direct booking link to your calendar, your specific appointment, or embed your calendar on your website. Alternatively, you can include your appointment within a client package, so clients may purchase and book their appointment in the same flow.
When clients book an appointment online, they will be prompted to select the appointment, date/time, and then populate with their information. On the client information booking page, they can also select the location for their appointment (if multiple locations are available).
Setting Availability by Location on Your Calendar
If you'd like to have differing availability for your locations, you can do-so by having this advanced calendar setting enabled for your account. Email firstname.lastname@example.org to make the request.